## What reports are

A report is a predefined tabular listing of issues of a single issue type. An administrator decides which columns the report contains and which fields can be filtered on; the user runs the report, narrows the result with filters and exports it to a PDF, CSV or XLS file.

Reports live under **Reports → Browse reports** in the main menu. You only see reports defined in your account — report configuration is done by an administrator (see [Report configuration](/config/reports)).

{% callout title="Data scope" %}
A report always returns issues of a single type and only from the organisations you have access to. Two people can run the same report with the same filters and get a different number of rows if they are assigned to different organisations.
{% /callout %}

## Report list

The report list shows:

- **Issue type** — which issue type the report covers
- **Name** — the report name with its saved versions listed underneath (if any)
- **Description** — a short explanation of what the report shows

Clicking the report name runs it. Clicking a version name runs the report immediately with the filter set stored in that version.

## Running a report

After selecting a report:

1. If the report has fields marked as filterable, the filter builder screen appears. You can click **Generate report** right away (no filters) or narrow the result first.
2. If the report has no filterable fields, it runs automatically as soon as you open it.

Generation happens live — after a moment you see the results table.

## Building filters

A filter consists of conditions arranged in groups:

- Conditions **within one group** are joined with **AND** (all must be met)
- **Groups** are joined with **OR** (it is enough for one group to be met)

**Add AND condition** adds a condition to the current group; **Add condition group (OR)** creates a new, alternative group.

Every condition is: **field → operator → value**. Conditions with an empty field or an empty value are skipped when the report runs.

### Operators

Available operators depend on the field type:

| Field type | Operators |
| --- | --- |
| Text | equals, does not equal, contains, does not contain |
| Date | equals, does not equal, greater than, greater or equal, less than, less or equal, days remaining |
| Number | equals, does not equal, greater than, greater or equal, less than, less or equal |
| Choice list (select, radio, step, status, priority, category, channel) | equals, does not equal |

Text comparisons are case-insensitive. The **days remaining** operator on date fields selects issues where at least the given number of days remains until that date (past dates are excluded).

### Dynamic date values

Instead of a fixed calendar date you can pick a dynamic value, resolved at the moment the report runs:

- **Current day**, **Previous day**
- **First / last day of the week** and **of the previous week**
- **First / last day of the month** and **of the previous month**
- **First / last day of the quarter** and **of the previous quarter**
- **First / last day of the year** and **of the previous year**

{% callout type="note" title="Tip" %}
Dynamic values matter most in saved versions and recurring schedules — a filter "from the first day of the previous month to the last day of the previous month" covers the right period every month with no manual date changes.
{% /callout %}

## Report results

The results screen shows a table with the columns configured in the report plus:

- **Total number of records** matching the filters
- **Applied parameters** — a summary of the filters and sorting used
- Export buttons and additional actions

Column order and result sorting come from the report configuration. If no sort field is defined in the report, results are sorted by issue creation date, newest first.

### How data is presented

- **Dates** are shown as `YYYY-MM-DD`, converted to the time zone configured in the account
- **Yes/no fields** are shown as *Yes* / *No*
- **Multi-select fields** are shown as comma-separated values
- **Priority** and **channel** are translated into the interface language
- Empty values are shown as an empty cell

{% callout type="warning" title="1000-record on-screen limit" %}
The on-screen preview is limited to 1000 rows. If the report returned more data you will see a warning — export the report to a file to get the complete data set. The "Total" counter always shows the real number of matching issues, even when the table has been truncated.
{% /callout %}

If the report has no fields configured, a warning appears instead of the table — ask your administrator to configure the report columns.

## Actions on results

Above the results table you will find:

- **Export: PDF / CSV / XLS** — queues generation of a file with the full data set (see [Exporting and downloading reports](/reports/exports))
- **Send to me** — generates the file and emails it to you as an attachment
- **Set schedule** — creates recurring generation of the report with the current filters (see [Report schedules](/reports/schedules))
- **Save version** — saves the current filter set under a name of your choice
- **Back to filters** — returns to the filter builder without losing the settings

## Saved report versions

A report version is a **saved set of filters** — not a copy of the data. Running a version always executes the report against current data.

To save a version: run the report with the chosen filters, click **Save version**, give it a name and save. The version appears under the report name in the report list — clicking it runs the report with those filters.

Versions are shared with everyone who has access to the report. They can be deleted from the report configuration (**Configuration → Issue types → [type] → Reports**).

---

## FAQ

### Why don't I see Reports in the menu?
Access to the module requires the report execution permission. Ask your administrator to grant your group the relevant permissions.

### The report list is empty — why?
Reports are created by an administrator in the issue type configuration. An empty list means no report has been defined in the account yet.

### Why can't I filter by the field I need?
Only fields the administrator marked as filterable in the report configuration appear in the filter builder.

### Does the result include issues from other organisations?
No. A report only returns issues from the organisations you have access to.

### Does a report show historical data?
No — a report always runs against current data. A saved version stores only the filters, not the results from the day it was saved.

### How do I get all rows when I see the 1000-record warning?
Export the report to CSV or XLS — the export contains the complete data set (PDF export has a separate limit of 10,000 rows).